How to Generate Purchase Order Signatures Workflows without sending emails out (utilizing the Workflow Monitor instead)

Hello Readers,

Today’s blog is actually on a neat trick that someone sent me. We’re going to look at how to stop POHSIG signature workflow from sending emails out. Yes, I know, it sounds weird right? But this is the situation. The company wanted to use the workflow POHSIG but they didn’t want to send emails out to notify people. The Company wanted to use the Workflow Monitor Function to manage all signatures. This is totally possible, but for one thing, the email. Workflow Signatures require a recipient. So how do you work around that requirement? That’s exactly what we’re going to look at.

Now, before I get into the details, I want to make it clear that I have only done this for the POHSIG. I cannot guarantee it will work for other workflow signatures. If you happen to try it out on other workflows and its successful, please comment at the bottom of this blog. I would love to hear if you got other workflow signatures to work this way!

Alright, let’s get to it. So, you’re going to need an ADMIN account for X3. If you don’t have access to an ADMIN account, any account that has ADMIN rights to Setup, Workflow functions will suffice. Once you have a good login profile to use; you’ll want to navigate to the workflow rules function (GESAWE) which is found under Setup, Workflow module.

Now that were in the Workflow rules function, we’re going to use the left list to search for POHSIG. After you find POHSIG, click on it to load the record, then select the Recipient tab to auto move your focus down to the Recipient’s Section.

The next thing we are going to do is to add a row to the Recipient grid. We are going to add the following:

  • Condition = 1=2
  • Recipient = GUSER
  • Send mail = YES ("NO" for all other Recipients)

So, it should look like this:

The reason we are adding a row and giving it a false condition is to trick the system into using that condition as the reasoning to send an email out. Which will never happen. Y’all know, because One can’t Equal  Two and so it will never get a matching condition and send an email. I will however keep track of the requests via the Workflow Monitor.

Now, the last thing y’all have to do is save and validate the workflow record.

That’s all, pretty easy right?

And that’s it, seriously, its really that easy. Go and try it out on other workflows and let me know if it works for you all or not! 

Until next time…